Risk Management for Meetings and Events

Risk Management for Meetings and Events

Books in the series

Management of Events Operations

Julia Tum, Philippa Norton and J. Nevan Wright

Innovative Marketing Communications: Strategies for the Events Industry

Guy Masterman and Emma H. Wood

Events Management (second edition)

Glenn A. J. Bowdin, Johnny Allen, William O’Toole, Rob Harris and Ian McDonnell

Events Design and Experience

Graham Berridge

Marketing and Selling Destinations and Venues: A Convention and

Events Perspective

Tony Rogers and Rob Davidson

Human Resource Management for Events

Lynn Van der Wagen

Event Studies

Don Getz

Risk Management for Meetings and Events

Julia Rutherford Silvers

Risk Management for

Meetings and Events

Julia Rutherford Silvers, CSEP

AMSTERDAM • BOSTON • HEIDELBERG • LONDON • NEW YORK • OXFORD

PARIS • SAN DIEGO • SAN FRANCISCO • SINGAPORE • SYDNEY • TOKYO

Butterworth-Heinemann is an imprint of Elsevier

Butterworth-Heinemann is an imprint of Elsevier

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First edition 2008

Copyright © 2008, Julia Rutherford Silvers. Published by Elsevier Ltd. All rights reserved

The right of Julia Rutherford Silvers to be identified as the author of this work has

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No responsibility is assumed by the publisher for any injury and/or damage to

persons or property as a matter of products liability, negligence or otherwise, or

from any use or operation of any methods, products, instructions or ideas contained

in the material herein. Because of rapid advances in the medical sciences, in

particular, independent verification of diagnoses and drug dosages should be made

British Library Cataloguing in Publication Data

A catalogue record for this book is available from the British Library

Library of Congress Cataloging-in-Publication Data

A catalog record for this book is available from the Library of Congress

ISBN: 978-0-7506-8057-8

Typeset by Charon Tec Ltd (A Macmillan Company), Chennai, India

Printed and bound in Great Britain

08 09 10 10 9 8 7 6 5 4 3 2 1

For information on all Butterworth-Heinemann publications

visit our web site at http://books.elsevier.com

This book is dedicated to my husband Larry, who shares

my optimistic pessimism and penchant

for planning for everything that could go wrong.

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Contents

The author xi

Series editors xiii

Series preface xv

Preface xvii

Acknowledgments xxi

List of figures xxiii

List of tables xxv

Part One: Understanding risk management 1

1 The role of risk management for meetings and events 3

Introduction 3

Risk, management, and risk management 4

The role and scope of events 7

The role and scope of event management 11

The integration of risk management and event management 17

Summary 20

Chapter review challenge 21

Practical risk management exercise 21

Key terminology 22

Online resources 22

2 The risk management process, tools, and techniques 24

Introduction 24

The risk management process 25

The tools and techniques for effective risk management 35

Summary 47

Chapter review challenge 48

Practical risk management exercise 48

Key terminology 50

Online resources 52

Part Two: The scope of risk management 53

3 Legal and ethical compliance 55

Introduction 55

Legal responsibility 56

Contracts and other legal documents 59

Statutory and regulatory obligations 62

Compliance management 70

Ethical issues 72

Summary 76

viii Contents

Chapter review challenge 77

Practical risk management exercise 77

Key terminology 77

Online resources 79

4 Health and safety 80

Introduction 80

Life safety codes 81

Public health issues 89

Occupational health and safety 93

Summary 99

Chapter review challenge 100

Practical risk management exercise 100

Key terminology 101

Online resources 101

5 Loss prevention and security 103

Introduction 103

Loss prevention 103

Contingency and continuity planning 106

Risk financing and insurance 108

Security 112

Summary 123

Chapter review challenge 124

Practical risk management exercise 124

Key terminology 125

Online resources 125

6 Emergency preparedness 127

Introduction 127

Emergency management 128

Mitigation 129

Preparedness 134

Response 138

Recovery 140

Evacuations 142

Medical emergencies 146

Summary 149

Chapter review challenge 150

Practical risk management exercise 151

Key terminology 151

Online resources 152

Part Three: Organizational safeguards 155

7 Administrative safeguards 157

Introduction 157

Time management 158

Contents ix

Financial management 162

Human resources management 167

Procurement management 173

Systems management 178

Summary 180

Chapter review challenge 181

Practical risk management exercise 181

Key terminology 181

Online resources 183

8 Communications 184

Introduction 184

Communications management 188

Information management 199

Stakeholder management 204

Summary 208

Chapter review challenge 209

Practical risk management exercise 210

Key terminology 210

Online resources 211

9 Marketing issues 212

Introduction 212

Marketing plan 213

Promotions 218

Public relations 222

Sponsorship management 227

Sales activities 230

Summary 232

Chapter review challenge 233

Practical risk management exercise 233

Key terminology 233

Online resources 235

Part Four: Operational safeguards 237

10 Program design 239

Introduction 239

Designing the experience 241

Designing the environment 246

Food and beverage service 250

Entertainment 254

Production elements 257

Summary 260

Chapter review challenge 261

Practical risk management exercise 262

Key terminology 262

Online resources 263

x Contents

11 Site management 264

Introduction 264

Site selection 264

Site planning and development 270

Infrastructure management 272

Managing the logistics 280

Summary 283

Chapter review challenge 284

Practical risk management exercise 284

Key terminology 286

Online resources 287

12 Attendee management 288

Introduction 288

Attendee and participant management 289

Crowd management and control 295

Attendee care and comfort 304

Summary 306

Chapter review challenge 307

Practical risk management exercise 308

Key terminology 308

Online resources 309

Appendix A: Event concept worksheet 311

Appendix B: Risk register worksheet 312

Appendix C: Site inspection checklist 313

Appendix D: Security plan worksheet 316

Appendix E: Sample instructions for security personnel 318

Appendix F: Emergency plan worksheet 320

Appendix G: Disaster preparedness supply kits 325

Appendix H: Sample change order form 329

Appendix I: Radio protocol 330

Appendix J: Sample contact list 332

Appendix K: Sample incident report form 333

Appendix L: Stakeholder analysis worksheet 335

Appendix M: Site plan worksheet 336

References 337

Index 347

The author

Julia Rutherford Silvers, a Certified Special Events Professional, is an adjunct faculty member of the

Tourism and Convention Department at the University of Nevada, Las Vegas, for whom she teaches

Meetings and Event Risk Management and Meetings and Event Coordination online. She designed

and wrote the Event Management Training Program for South Africa’s Tourism Learnership Project

National Certificate in Tourism: Event Support, the CSEP Study Course Workbook for the International

Special Events Society, as well as numerous distance learning courses, instructional videos, CD ROM

lectures, books, magazine articles, and award-winning research papers on event management topics.

She is the originator of The Event Management Body of Knowledge (EMBOK) Project, an educational

resource on her Web site that illustrates and examines the scope of knowledge and processes used in

the events industry. She is a Charter Member of the International EMBOK Executive, serves on the

Editorial Advisory Board for the World Journal of Managing Events for the World Research

Organization, and is a four-time International Special Events Society Esprit Award winner for Best

Industry Contribution for her event management educational programs.

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Series editors

Glenn A. J. Bowdin is Principal Lecturer in Events Planning at the U.K. Centre for Events

Management, Leeds Metropolitan University where he has responsibility for managing events￾related research. He is co-author of Events Management. His research interests include the area of serv￾ice quality management, specifically focusing on the area of quality costing, and issues relating to the

planning, management, and evaluation of events. He is a member of the Editorial Boards for Event

Management (an international journal) and Journal of Convention & Event Tourism, Chair of AEME

(Association for Events management Education), Charter Member of the International EMBOK

(Event Management Body of Knowledge). Executive and a member of Meeting Professionals

International (MPI).

Don Getz is a Professor in the Tourism and Hospitality Management Program, Haskayne School of

Business, the University of Calgary. His ongoing research involves event-related issues (e.g., man￾agement, event tourism, events and culture) and special-interest tourism (e.g., wine). Recent books

include Event Management and Event Tourism and Explore Wine Tourism: Management, Development,

Destinations. He co-founded and is a member of the Editorial Board for Event Management (an inter￾national journal).

Professor Conrad Lashley is Professor in Leisure Retailing and Director of the Centre for Leisure

Retailing at Nottingham Business School, Nottingham Trent University. He is also series editor for the

Elsevier Butterworth-Heinemann series on Hospitality Leisure and Tourism. His research interests

have largely been concerned with service quality management, and specifically employee empower￾ment in service delivery. He also has research interest and publications relating to hospitality man￾agement education. Recent books include Organisation Behaviour for Leisure Services, 12 Steps to Study

Success, Hospitality Retail Management, and Empowerment: HR Strategies for Service Excellence. He has co￾edited, Franchising Hospitality Services and In Search of Hospitality: Theoretical perspectives and debates. He

is the past Chair of the Council for Hospitality Management Education. He is a Chair of the British

Institute of Innkeeping’s panel judges for the NITA Training awards, and is advisor to England’s East

Midlands Tourism network.

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